GUIDELINES TO PARTICIPATING IN OPEN PUBLIC TENDERS
A. PREPARATION OF TENDER DOCUMENTS
- Read and understand the Public Procurement Act, 2003, Act 663 as Amended by Act 914
- Read and understand the eligible requirements in the tender document.
- Consolidate all the documents required in the tender documents and ensure you have all the information when preparing your tender.
- Seek further clarifications from the procuring entity in writing when not clear about any requirement.
- Fill the documents as required by the instructions to tender and countersign all modifications.
- Provide all information required by the Procuring Entity in the tender document.
- Indicate all cost (quote total price including transport, insurance, design, maintenance etc and also include and indicate all duties, taxes and other levies.)
- Demonstrate that you are qualified for the tender
- Ensure your tender has the right validity period.
- Ensure the following for your tender security if applicable:
- Tender security issued by appropriate institution
- Tender security as appropriate amount
- Tender security is valid within the tender validity period
- Quote in the currency (or currencies) acceptable to the public entity. Equally confirm the currency which will be used during payment.
- Find out if alternative tenders are allowed and if allowed confirm the following:
- How they should be submitted?
- How tender prices should be offered?
- On what basis the alternative tenders will be evaluated?
- Paginate all your documents sequentially.
- Bind your documents to ensure some pages are not detached and lost.
B. TENDER SUBMISSION
- Submit the documents as required or stated. e.g. Submit your tender sealed in an envelope and clearly labelled as per instruction.
- Submit your bid documents before submission deadline.
- Retain a copy of your tender document.
- Where possible attend the tender opening or send a representative to witness the tender opening.
C. AFTER TENDER OPENING
- Maintain confidentiality by ensuring you not interfere / communicate with the public entity during evaluation.
- Accept correction of arithmetic errors when notified by the Public entity.
- Ensure all communications to the Procuring Entity is in writing.
- Extend your tender validity period if requested.
D. CONTRACT EXECUTION AND IMPLEMENTATION
- Sign the contract if successful
- Provide performance guarantee if required
- Perform the obligations of the contract.